Archived Transactions: Current Data, Components, and Reporting Status
This article explains the dated student-data archives shown beneath the Current record on the MIS Summary. These reporting transactions are separate from meeting-document archives and Meeting Reports.
Current represents the best known information now. An archive preserves the information and reporting components for a particular dated event.
Contents
| Current vs. Archived Data | How Archives Are Created |
| What an Archive Can Contain | Find and Open Archives |
| Reporting Information and Dates | Report Status |
| Edit or Resend | Troubleshooting |
| Related Help |
Current Data vs. Archived Data
| Record view | Purpose |
|---|---|
| Current | The student’s best known information now. Staff update Current as status, eligibility, plan, services, enrollment, providers, and other information change. |
| Archived | A dated reporting snapshot created for a finalized meeting or another reportable event. Editing Current later does not automatically rewrite an older archive. |
PSTS survey records may also appear on the MIS Summary, but they are not created through this archived-transaction workflow.
How Archived Transactions Are Created
Automatically from IEP Manager
When a meeting or another reportable IEP Manager event is finalized, SIRAS creates the associated archived transaction. The event and outcome determine which reporting components are included.
Manually from the MIS Summary
An administrator may use Archive for Reporting when a reportable event occurred outside the ordinary IEP Manager finalization workflow.
What an Archived Transaction Can Contain
An archive may contain one or more reporting components:
| Component | Meaning |
|---|---|
| SWDS | Eligibility and participation status. |
| MEET | Reportable Initial Evaluation, Annual Plan Review, or Triennial Reevaluation information. |
| PLAN | The applicable plan and program information. |
| SERV | Reportable regular services associated with the PLAN. |
The event and outcome determine which components belong. Use Archived Transaction Components: SWDS, MEET, PLAN, and SERV to understand the combinations and component relationships.
Find and Open Archived Transactions
Use the Archived Records menu to move from the Current record to a dated archived transaction.
Open an archived transaction from the Archived Records menu.
To locate archives across students, use the Historical/Advanced Query options under Search.
Archived transactions can also be found through historical search tools.
CALPADS Reporting Information and Dates
At the top of an archived transaction, review:
- Associated Meeting, when created from an IEP Manager event;
- Report Event Date;
- Plan Effective Date;
- CALPADS Record Types included in the transaction; and
- Report Status.
A Pending archive is queued for the next applicable SIRAS-to-CALPADS submission.
Review the dates, component types, meeting association, and editing controls.
Report Status
| Status | Meaning |
|---|---|
| Pending | SIRAS will attempt to submit the applicable components identified in the archive. |
| Complete | The identified transaction has already been submitted successfully. |
| Do Not Report | The archive should not be submitted. Data previously submitted from it may require a separate CALPADS correction. |
| MEET Only | Submit only the applicable MEET component. |
| SWDS Only | Submit only the applicable SWDS component. |
| PLAN Only | Submit the applicable PLAN and associated SERV information effective as of the Plan Effective Date. |
Post-Secondary is not a user-selected archived-record status. Reportable Data Changed is calculated by SIRAS rather than selected directly.
Edit or Resend an Archived Transaction
- Open the archived transaction.
- Select Open archived record for editing.
- Correct the archived MIS Summary information that was wrong for that historical event.
- Select Edit CALPADS Reporting to review or change Report Status, Report Event Date, Plan Effective Date, or the applicable reporting options.
- When corrected data must be resubmitted, return the applicable Report Status to Pending.
- Select Finished Editing and return to Current when the archive work is complete.
Troubleshoot an Archived Transaction
- Verify what occurred in the field and the actual event date.
- Determine whether the archive was created from a meeting or manually.
- Compare Current, the archive, the source event/documentation, and CALPADS history.
- Determine whether the problem is in Current, the archive, CALPADS, or more than one location.
- Correct the source of the error rather than changing a correct historical record to make the systems appear to match.
Use the archived-record editing controls when the correction is limited to the historical transaction and does not require changing the finalized meeting document.
